Scribd
Upload
57 views

Digital Documentation (Mail Merge)

Uploaded by

vk5312312
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
57 views

Digital Documentation (Mail Merge)

Uploaded by

vk5312312
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 2

5.

Mail Merge
OBJECTIVE TYPE QUESTIONS
statements
1. State True or False for the following
(iü) True (iv) True
(i) True (i) True
(v) True
2 Fill in the blanks.
(Ö) Main Document, data souroe
(ü) Header row and data
(üi) template-letter
(iv) Labels
(v) Soure doaument
3. Select the most suitable answer for the following questions.
(0) (d) Typing call letters for selected students.
(iü) (b) 2
(üi) (d)
(iv) (d) Mailings
(v) (b) <<Address>>
SHORT ANSWER TYPE QUESTIONS
1. Typing call letters for 10O students, Sending annual invitation to 1000 employees.
main document
2 Create main document, Create data source, Merge data with the
3. Mail Merge
4. All the headings put together are called Header Row in data source.
5. Header Row
LONG ANSWER TYPE QUESTIONS
of individuals. Mail Merge is used
1, Mail Merge feature enables you to create letters that can be sent to a r
to create a letter-template and send it to a list of people at once without doing it manually for each one of
them.
but what hanges in the letter is the recipient's personal
In this process, he leter remans e do on lsing this feature, you create one letter with
lers in it create adetaikedlist of reipients and merge them together so as to generate leters for all the
uedte
individuals,
2 Advantages of Mail Merge facility.
a You can send the same letter to many people in which each recipient's name can be added o the document
separately.
b. It helps you savea lot of time.
c. It is the most efficient method of producing many letters.
3. Mail merge lets you create a batch of documents that are personalized for each recipient. For example, You
wish to send an invitation to 100 of your friends, then you will have to type and edit the letter 100 times for
each of your friend. This is cumbersome procedure and practically not possible for many people.
Here Mail Merge facility enables us to create invitations that can be sent to a mass of individuals. In this
process, the letter remains the same, but the recipient's personal information, such as name, address, phone
number, and so on will vary. Using this feature, we can create one letter with fillers in it, and create a detailed
list of recipients and merge them together so as to generate invitation for all the individuals in one go which
saves a lot of time and efficiently produce many invitations as compared to simple text editing
4. The merge field comes from the column headings in the data source. Once you have a data source connected
to your document, adding merge fields is a way to personalize a nt ninformation from the data

Wherever a merge field is to be inserted, cick on the Insert Merge Fields buton in the Write & Insert Fields
group on the Mailings tab on the ribbon. The Insert Merge Field dialog box containing all the field names of
header row will appear. Select the field name and click on the Insert button. On doing So, the field name as
variable will get inserted in the doaument. The merged fields appear surrounded by chevrons (<o>)
5. Source Document is a template-letter. It contains the text and the variables. For each record of the data source
the field values are placed in variables of the soure document and the individual letter is created. When you
print the letters as many letters are printed as there are records in the data source.
Asimple letter contains text. It does not contain variables. When you print the letter, single copy of the letter
is printed.

You might also like